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Use of the Archives

Access Policy

The active employees of MacMurray College, retired employees and faculty, and current students and alumni are classified as members of the MacMurray community. All others are classified as outside researchers.

Unrestricted collections are available for research between the hours of 8 and 4 p.m., Monday through Friday during normal library hours. The researcher may arrange with the archivist a special appointment time.

The archivist supervises use of all material while in the Peter Cartwright Memorial Room. In deference to patrons unable to access the second floor, the archivist will accommodate researchers at an accessible location on the first floor.

The archivist grants equal access to all researchers to unrestricted processed materials. Unprocessed materials will be at the discretion of the archivist. Except for the transferring office, the following records or collections are confidential and closed to researchers for twenty-five years, no matter the format:

  1. Office of the President, including Board of Trustees records;
  2. Financial reports, budgets and annual audits;
  3. Administrative files from the Dean or similarly-titled administrative leader;
  4. Minutes and reports of faculty meetings and all committees of the faculty;
  5. Papers and correspondence of the faculty and alumni unless permission granted by donor.

All visitors must sign the registration book with each visit. All first-time outside researchers must complete a registration form and show proof of identification. The archivist retains registration forms for three years.

For security and preservation reasons

The archivist reserves the right to deny access to researchers who refuse to follow the policies.

Duplicating and Permission to Publish

Photocopying, duplicating, or scanning of any material is subject to copyright law (Title 17 U.S. Code), its physical condition, and only at the discretion of the archivist. The archivist will provide the photocopy service at the current library rate. Mail or email requests are subject to a $5 minimum for a maximum of 20 pages. Fees collected will be used for collection preservation. Personal cell phone cameras and digital cameras can be used with permission from the archivist, but a signed License for Use of Reproductions form [Appendix F] may be required.

For outside researchers, photo reproduction is at the discretion of the archivist, subject to copyright laws, use fees, condition of photograph, and will require a signed License for Use of Reproductions form. Fees for reproduction are subject to change based on photo reproduction services. Audio or video reproductions from the collections will require the License to Use of Reproduction form or Permission to Publish. Fees for reproduction are subject to change based on reproduction costs.

Other than materials in the public domain, permission to publish reproductions of text or quote from any collection in any format requires prior approval and a signed Permission to Publish form and collection of appropriate fees. MacMuray College reserves the right to assess a fee for reproduction or publishing to any user. Use fees are provided in Use Fee Schedule. In citing materials, use the following format:

[item information] [Collection name] Archives and Special Collections, Pfeiffer Library, MacMurray College.

No more than 25% of any collection will be reproduced to maintain control and authenticity of the collections.

MacMurray College reserves the right to deny publication when archival policies are disregarded.

Reference Service

The archivist provides assistance for use of any unrestricted materials. Reference inquiries by telephone, electronic communication ,or mail will be accepted. The MacMurray community has priority. Outside researchers will be charged a $20 per-hour fee. The archivist reserves the right to limit research time. All researchers visiting the archives to use material within the reading room will not be charged a fee. Reference fees collected are used for collection preservation.


All collections are non-circulating and will not be loaned. Reproduction photographs, audio or video recordings, or digital reproductions can be provided to active faculty or administrative leaders.